In this guide, we show How to Post a Purchase Order Invoice in the MAT Finance Module. This is used once the Order has been received and is ready to be paid.
Access: The minimum permissions required to Post a Purchase Order Invoice are found in the Finance Module section Config > Setup > Roles & Permissions.
Related Guides:
To begin, go to Finance > Procurement > Purchase Invoice.
Complete the following asterisked fields and select the relevant Purchase Order(s):
- Supplier
- Delivery Address
- Invoice Number
- Invoice Total
The Invoice Date and Posting Period will autofill. The values in these fields can be changed, if necessary.
Attach any relevant Documents and include any Invoice Notes, if required.
Delete any lines that are not required by clicking on the rubbish bin icon at the end of the line.
When the Posting matches the Invoice, select Post.
A Success Notification is displayed, stating the Purchase Invoice has been Posted successfully. It will now go to the Authoriser in the Workflow for Final Authorisation.
Amending VAT Code on Purchase Order Invoices
When amending a Tax Value, the Update Tax Value pop-up includes a VAT Code dropdown, positioned above the Original Tax Value (£) field.
- The dropdown allows for the selection of the correct VAT Code from Config > Finance > VAT Rates and Periods
- Selecting a VAT Code will update the New Tax Value field automatically
- Users can still manually adjust the VAT Value if required, for example, for rounding adjustments
- Any VAT Code changes are reflected in the Ledger Code within the Journal
- Adjusting the Tax Value automatically updates the Gross Value on the new entry page
Once all details are correct, click Post. A Success Notification will confirm that the Invoice has been posted. It will now go to the Authoriser in the Workflow for Final Authorisation.
Auto Prepayments
Purchase Invoices can also be Posted as Auto Prepayments, ensuring that costs, for example insurance or electricity, are spread across multiple Periods and Financial Years automatically. This feature can be used instead of manual prepayment postings to reduce the risk of errors and to provide improved visibility through enquiry screens and reports.
Follow the steps above but before clicking Post click the + icon on the Prepayment line.
Choose a range, then click Apply. Prepayments are automatically split across the selected range.
Then either Confirm or Cancel the Auto Prepayment.
Prepayments Note:
- Document Date will default to the first day of the posting period
- Posting Date shows the actual date the transaction is posted
- If a prepayment spans multiple Financial Years, the system will move amounts to the correct ledger
See Also: How to Set Up Auto Prepayments and Deferrals for Purchase Invoices in MAT Finance